Creating a Distribution List in OUTLOOK 2007

  • Thread starter Thread starter ATK31
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A

ATK31

Hello,

Is there a way to create a DISTRIBUTION LIST in OUTLOOK 2007 that contains
contacts with a specific feature WITHOUT adding members one by one?

E.g., I need a distribution list of all contacts whose e-mail address is in
a particular domain.

The following sequence DOES NOT work:

CONTACTS ---> ACTIONS ---> NEW DISTRIBUTION LIST ---> SELECT MEMBERS ---->
SEARCH (MORE COLUMNS)

When I entered the domain name in the search window, I got no results. Thus,
OUTLOOK did not search the entries of the e-mail addresses.

Thank you for your help.

ATK
 
ATK31 said:
Hello,

Is there a way to create a DISTRIBUTION LIST in OUTLOOK 2007 that contains
contacts with a specific feature WITHOUT adding members one by one?

E.g., I need a distribution list of all contacts whose e-mail address is
in
a particular domain.

The following sequence DOES NOT work:

CONTACTS ---> ACTIONS ---> NEW DISTRIBUTION LIST ---> SELECT MEMBERS ---->
SEARCH (MORE COLUMNS)

When I entered the domain name in the search window, I got no results.
Thus,
OUTLOOK did not search the entries of the e-mail addresses.

Thank you for your help.

ATK
Click to expand...

Much better way.
Search Contacts for the domain name, select all the results and add a
CATEGORY to them.
 
Create a custom view to filter the view so only the contacts you want to use
are visible. Remove all field but the email address - copy (select 1
address, Ctrl+A, C) and paste into the members field.
See http://www.slipstick.com/tutorials/create/dl.asp - the second set of
steps to create the DL.

--
Diane Poremsky [MVP - Outlook]

Outlook & Exchange Solutions Center: http://www.slipstick.com/

Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

Do you sync your mailbox with a smartphone or pda?
http://forums.slipstick.com/showthread.php?t=39473
 
Gordon,
CATEGORY to them.

Is there a way to create a Distribution List of all contacts in a given
Category? I could not find one.
 
Diane,

Your method still requires adding addresses ONE-BY-ONE and hence is not
applicable to a long list.
I asked for a method to create a Distribution List of all addresses with a
certain feature, e.g., same domain name.

ATK

Diane Poremsky said:
Create a custom view to filter the view so only the contacts you want to use
are visible. Remove all field but the email address - copy (select 1
address, Ctrl+A, C) and paste into the members field.
See http://www.slipstick.com/tutorials/create/dl.asp - the second set of
steps to create the DL.

--
Diane Poremsky [MVP - Outlook]

Outlook & Exchange Solutions Center: http://www.slipstick.com/

Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

Do you sync your mailbox with a smartphone or pda?
http://forums.slipstick.com/showthread.php?t=39473



ATK31 said:
Hello,

Is there a way to create a DISTRIBUTION LIST in OUTLOOK 2007 that contains
contacts with a specific feature WITHOUT adding members one by one?

E.g., I need a distribution list of all contacts whose e-mail address is
in
a particular domain.

The following sequence DOES NOT work:

CONTACTS ---> ACTIONS ---> NEW DISTRIBUTION LIST ---> SELECT MEMBERS ---->
SEARCH (MORE COLUMNS)

When I entered the domain name in the search window, I got no results.
Thus,
OUTLOOK did not search the entries of the e-mail addresses.

Thank you for your help.

ATK
Click to expand...
Click to expand...
 
ATK31 said:
Gordon,

CATEGORY to them.

Is there a way to create a Distribution List of all contacts in a given
Category? I could not find one.
Click to expand...

Categories are a much better and more robust way of managing the same thing
without creating D/Ls which are flaky and difficult to manage.
If you add a Category to a selection of contacts you don't need to further
create a distribution list. Just view Contacts by Category, highlight the
requires category and do Actions-Create-New Message to Contact.

The advantages of Categories over D/Ls are many - you add the category to a
contact, not the contact to a D/L - a contact may have multiple categories
assigned to it - Categories are far more suitable when there are large
numbers of recipients, if you want to remove a contact from a particular
category you just remove the category from that contact.
I think you'll find that when you get into Categories, you'll never want to
see another D/L again! It's SO much easier to manage.
 
ATK31 said:
Diane,

Your method still requires adding addresses ONE-BY-ONE and hence is not
applicable to a long list.
I asked for a method to create a Distribution List of all addresses with a
certain feature, e.g., same domain name.
Click to expand...

Then use Categories - see my other reply.
 
Gordon,

Thank you very much!
Using Categories instead of Distribution Lists is indeed a great idea.

ATK
 
No, it does not require you to add them one at a time. Make a view that
shows all email addresses in that domain and remove all other fields from
the view. *Select all*, Copy and paste - you'll have a list of all of the
addresses in the view. http://www.outlook-tips.net/howto/copy_data.htm shows
how to do this in Outlook 2003. It's very similar in Outlook 2007.

Paste the list in the Members field, as shown in the video tutorial at
http://www.slipstick.com/tutorials/create/dl.asp

--
Diane Poremsky [MVP - Outlook]

Outlook & Exchange Solutions Center: http://www.slipstick.com/

Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

Do you sync your mailbox with a smartphone or pda?
http://forums.slipstick.com/showthread.php?t=39473



ATK31 said:
Diane,

Your method still requires adding addresses ONE-BY-ONE and hence is not
applicable to a long list.
I asked for a method to create a Distribution List of all addresses with a
certain feature, e.g., same domain name.

ATK

Diane Poremsky said:
Create a custom view to filter the view so only the contacts you want to
use
are visible. Remove all field but the email address - copy (select 1
address, Ctrl+A, C) and paste into the members field.
See http://www.slipstick.com/tutorials/create/dl.asp - the second set of
steps to create the DL.

--
Diane Poremsky [MVP - Outlook]

Outlook & Exchange Solutions Center: http://www.slipstick.com/

Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

Do you sync your mailbox with a smartphone or pda?
http://forums.slipstick.com/showthread.php?t=39473



ATK31 said:
Hello,

Is there a way to create a DISTRIBUTION LIST in OUTLOOK 2007 that
contains
contacts with a specific feature WITHOUT adding members one by one?

E.g., I need a distribution list of all contacts whose e-mail address
is
in
a particular domain.

The following sequence DOES NOT work:

CONTACTS ---> ACTIONS ---> NEW DISTRIBUTION LIST ---> SELECT
MEMBERS ---->
SEARCH (MORE COLUMNS)

When I entered the domain name in the search window, I got no results.
Thus,
OUTLOOK did not search the entries of the e-mail addresses.

Thank you for your help.

ATK
Click to expand...
Click to expand...
Click to expand...
 
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